Division Management

NCO 2024

Prepared by,
Pang Siew Thong, 2024
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Learning Objectives
By the end of this lesson, you will :
•Know the basic principles in developing strategies and setting
goals.
•Understand the roles of Divisional Officers and their executive
committee.
•Know how to effectively arrange for meetings.
•Be able to organize Cadet Enrolment, Ceremonies and
Inspections.

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Strategy and Planning

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 Strategy and Planning
•An organization's strategy is the management's action plan for
running the organization and conducting operations.
•It is all about:
- How to facilitate the organisation's growth.
- How to cultivate loyal members and outcompete rivals.
- How each functional aspect of the organisation will be
operated.
- How to enhance performance.

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Excellent Reputation
• An excellent reputation is the result of many positive actions
over time.
• While some strategies can accelerate this process, building an
excellent reputation is a continuous endeavor, not a single
event.

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Goal Setting
•The benefits of setting goals include:

1) Clarity on what to achieve.

2) Elimination of confusion regarding action steps.
3) Improved ability to prioritize time effectively.
4) Discovery of previously unseen possibilities.
5) Heightened self-confidence.

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Goal setting (Con’t)
Common mistakes to avoid when setting goals include:

• Setting non-significant goals.

• Establishing goals that are too easy to achieve.
• Setting goals that are excessively ambitious or unrealistic.
• Failing to define a measurable, attainable, and realistic time
frame.
• Neglecting to set a deadline, which diminishes the urgency to
act.

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Characteristic of Effective Goals
Characteristics Explanations
Specific Straight forward and easily understood.

Measureable Choose a goal with measurable progress.

Attainable Challenging and difficult but not impossible to

achieve.

Realistic Realistic as where you are at the moment (required

skills needed).

Timely Set a time frame for the goal.

Acronym : SMART

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Executive Committee

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Executive Committee
•The General Regulations of St. John Ambulance of Malaysia,
1996 has provisions for the following committees' members:-
1) Divisional Superintendent
2) Divisional Medical Officer
3) Divisional Nursing Officer
4) Divisional Officer
5) Divisional Hon. Secretary
6) Divisional Hon. Treasurer
7) Divisional Storekeeper

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Executive Committees (Con’t)
•Committees should consist of people with various expertise
ranging from management and administration, finance,
information technology to mass communications and public
relations to be holistic and effective.
•Coordination is needed to integrate group effort and ensure
unity of action among the different activities of the division,
so that the desired objectives can be achieved.
•Leaders have to adapt leadership and management styles to
effectively coordinate to the members’ personalities and way
of working.

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Parents’ Committee
•Exist with the approval of Area Commander for a Cadet Division.
•The objectives are :
1) To recruit the active, interest and co-operations of the Cadet’s
parents and friends.
2) Help to provide services for the cadets.
3) Help in fund raising efforts.
4) Work for the advancement of St John cadets (under the
guidance of Divisional Superintendent).
SJAM General Regulations - Page 55

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Roles of Officers & NCOs

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Role of Officers and NCOs
Why is there a need for SJAM officers/NCOs ?
• SJAM is a large group of volunteers working together “For
the Service of Mankind”.
• Management is through leaders appointed as Officers and
NCOs.
• Their most importance duty is to provide day-to-day
guidance, leadership & direction to carry out various
activities for the organization.

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Divisional Superintendent
•Appointed to be in charge of a division.
•Report to the Area Commander/Corps Superintendent if the
division is in a Corps.
•Responsible for :-
1) Administration, Performance of SJAM duties, Training.
2) Maintenance of efficiency, discipline, welfare of the
members in the division .
3) Making recommendations for all Divisional appointments.
4) Observe safety precautions for all activities.

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Divisional Medical Officer
•In charge of the medical work of the Division.
•Report to the Divisional Superintendent.
•Responsible for:
1) Provide first aid training to member of the division.
2) Consult with Divisional Nursing Officer for the Caring for the
Sick.
•For Divisional Medical Officers with efficient service not less
than 10 years may granted a Special Service Promotion, after
granted they may wear Rank 10.

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Divisional Nursing Officer
•Assists the Divisional Medical Officer.
•Report to the Divisional Superintendent.
•Responsible for:
1) Provide Caring for the Sick training to member of the
division.

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Divisional Officer
•Report to the Divisional Superintendent.
•Responsible for:
1) To assist Divisional Superintendent in the work of the
Division.
•Provide experience for a potential young leader to lead a
divisional activity.
•Recommendation for the appointment of Rank 13 Junior
Divisional Officer.

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Divisional Hon. Secretary
•Report to the Divisional Superintendent.
•Responsible for :-
1) Advises all ranks of arrangement, times and venue for drills,
practices and meetings.
2) Keeps the members individual records on BF4s, Record
Sheet and Returns of Divisional duties and Meetings, Minute
Book, Occurrence Book.
3) Prepares all forms and returns.
•All correspondence not signed by the Divisional
Superintendent shall be signed by the Hon. Secretary “for
Divisional Superintendent”.

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Divisional Treasurer
•Report to the Divisional Superintendent.
•Responsible for :-
1) Divisional accounts.
2)Prepares the annual statement of Accounts for the Auditor.

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 Duty of NCOs
•NCOs: Non Commercial Officers.
•Assist their officers as directed.
•Command and control of smaller bodies of personnel.

Lance Corporal Sergeant Staff

Corporal Sergeant
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Discipline
• All ranks should loyally & willingly obey & support their
seniors.
• Officers should exercise tact, patience & forbearance
towards the members.
• Members’ Obligations – Knowledge of SJAM General
Regulations & Loyalty.
• Member should resign if unable to fulfil the obligations.

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Meetings &
Divisional Programme

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Meetings
•Types of meetings
1) General meeting:
-Annual General Meeting
-Extraordinary General Meeting

2) Committee meeting:
-Committee Meetings (Executive)
-Special Meetings

3) Periodical / activity meeting

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 Meetings (Con’t)
Requisites of a valid meeting
•In order for a meeting to be valid, the following condition
must be met:

1. Notice and agenda 1. Quorum 1. Chairman

2. Convening authority present 2. Voting
3. End/Conclude,
4. Adjourn or Postpone

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Meeting (Con’t)
Annual General Meeting:
• Annual General Meetings are held annually and presided by:
-President or Vice President -Senior Officers
• Area Commander to be notified 2 weeks prior and be
provided with a copy of the proposed agenda.
• Copies of the minutes to be sent to the Area Commander
after the general meeting.
• A opportunity for members to make suggestion of the best
method to maintain general interest.
• Allows members in all rank to voice out their opinions and
wishes.
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Meeting (Con’t)
Committee Meeting:
• Chairman / Deputy Chairman shall preside at any meeting,
and in their absence, the members present shall elect one
member to preside at the meeting.
• Notice period: 21 days
• Quorum: General Meeting - 15 members
Executive Committee - 3 members
• Voting: One vote each. In the case of equality of votes, the
Chairman shall have a second or casting vote. All questions
shall be decided by a simple majority vote.
• Any member having interest in a discussion shall be
precluded from voting and withdraw from the meeting.

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Meetings (Con’t)
Proceeding of meetings
• Secretaries should always seat beside the Chairman to
advise on procedural issues and without request inform the
Chairman if any actions proposed may be unlawful or
contrary to the Act, Rules or Regulations.
• Report apologies for absence and note in minutes.
• Ensure proper follow up of matters arising.

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Meetings (Con’t)
Minutes Meeting:
• Shall be recorded in writing by the Honorary Secretary
General.

Special Meeting:
• The Chairman may at any time call a special meeting to
consider any urgent or necessary business of the Council.

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SJAM SDE Insurance

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SJAM-SDE Insurance
•Insured up to 20 members at any time for all registered officers and
members participating in SJAM activities.
•The insurance covers as follow :-
1) Accidental Death RM 100,000.00
2) Permanent Disablement RM 100,000.00
3) Medical Expenses RM 10,000.00
4) Income Benefit RM 100.00 per week (Max 104 weeks )
5) Insurance claim can only be proceed with the VALID membership
card.
6) All divisions must have a proper record of trainee’s attendance
(on activities and curriculum in their school) to be entitled for SJAM
insurance coverage.
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Divisional Programme

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Divisional Program
•The program that can be held in a Division:
1) Recruitment
2) First Aid Class
3) First Aid Examination
4) Divisional Camp
5) Cadet Enrolment Ceremony
6) Annual General Meeting
7) Divisional First Aid & Home Nursing Training or Competition

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Divisional Programme
1) Cadet Enrolment Ceremony:
• To officially welcome a cadet member.
• New cadets swear to follow the Cadet Code of Chivalry which is
based around the mottos of the Order of St John.

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Divisional Programme
2) Annual Inspection:
• Each division is to be inspected annually by the Commander
• It is Not compulsory to join to maintain efficiency.
• Content:

Content
Part I Fitness of all officers, NCOs, and members for
their respective duties.
Part II Method and correctness of keeping records.

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Cadet Code of Chivalry
“Serve God; Be loyal to Seri Paduka Baginda Yang Di Pertuan
Agong, the Ruler/Head of my State and my officers;
Observe the motto:
Pro Utilitate Hominum – For the Service of Mankind.
Be thorough in work and play;
Help the suffering and needy;
Be kind to all animals;
Be cheerful and prompt in all I do;
Be truthful and just in all things.”

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Annual Inspection

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 Organising Procedure
• Request permission from school
• Send invitation letters and programme list to:
1) Principal
2) Senior Assistant of Co-curriculum
3) Area Commander
4) Area Staff Officer (Cadet)
• Confirm invitees’ attendance before event date
• Submit BF18 (if inspection was done) to Area Hon. Secretary
after event
*BF18: Annual Inspection/Review Form

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Programme Framework
Time Programme
0930 Arrival of Guests
0940 National Anthem & SJAM Song
0950 Annual Inspection
1000 Speech by Guest 2
1005 Speech by Guest 1
1010 Cadet Enrolment Ceremony
Presentation of Cadet Badges
Cadet enrolment Oath
Cadet Code of Chivalry
1030 End

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